2024-2025 - Substitute Office Professional

Position Summary

This position provides clerical and office management support for a major division or subdivision of the school District.

Incumbent serves as the administrative / clerical staff member responsible for supporting the office administrator.

The District represents a thriving, diverse community. More than 50% of our students embody distinctive and unique backgrounds.

We seek an individual with the ability to successfully work with all families in our community. The selected candidate must demonstrate a commitment to strengthening community engagement and communication with the District’s diverse populations.

Part II : Supervision and Controls over the Work :

Works under the supervision of administrator(s). Work is controlled and / or guided by state stature and state administrative code, professional practice, school and District policies and procedures, and directions and expectations as established by the administrator(s).

Part III : Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following) :

Clerical Support. Provides clerical support to the office administrator and other administrative staff. Maintains appointment calendar to include scheduling and conflict resolution;

schedules meetings; formats and types correspondence, forms, memoranda, and reports from handwritten drafts, or computer drafts and distributes materials.

At the discretion of the office administrator, may type and distribute staff bulletins and newsletters; may schedule staff meetings and record and transcribe meeting minutes.

Assists in providing clerical support to staff. Maintains confidential records, emergency procedures and information, and records and files for staff.

May have regular authorization to sign designated forms for the administrator(s). As requested or assigned, initiates and / or prepares or provides guidance in the preparation and distributes personnel documents and actions, and personnel related documents such as injury reports, on behalf of the administrator.

Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator of status of the action.

Office support. Greets visitors entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility.

Answers telephone and respond to inquiries; screens telephone calls; or redirects call based on knowledge of the office and the District.

Receives, routes, distributes, and as appropriate redirects mail to staff. Assist staff in the use of equipment and in appropriate office and administrative procedures.

Assist with maintaining calendar of events, recurring actions, deadlines, and report dates reminding staff of activities and dates as directed by administrator or supervisor.

May assist with providing training to office support staff. May provide assistance Deans of Students.

Support of Office Work and Productivity. Prepares, develops, and maintains documents, data and information in direct support of the functions, responsibilities, and staff of the office.

Includes supporting materials, reports, records, background information, files, and records of subject matter material. May assist with receipting lunch or other school-related fees and fines.

May also assist with daily deposit verification, reporting and reconciliation.

Records and Files. Establishes, maintains, distributes and archives office records consistent with state and District policies and procedures.

Retrieves records when necessary. Maintains on-line data and records as required. Takes the initiative to implement and / or develop and maintain necessary inter office forms to respond to the needs of the building / department.

Assists with Preparation of Reports and Background Information. At the request of the office administrator, may assist with gathering background information and materials.

Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc.

• Required to follow Board policies and stay abreast of updates and changes.
• Performs other duties as assigned by administrator and / or designee.

Specific to Bower Learning Center (Instructional Support)

• Provides support to Instructional Specialists for Professional Development offerings
• Maintain Bower Learning Center Calendar
• Assist with maintaining Pro-Cards, budget, purchasing of instructional materials
• Assist Student Records with new student registration during school breaks

Specific to Middle School ASB

• Cash handling using the InTouch system. Receipt payments, complete daily deposits, reconciliations.
• Manage ASB and Private Purpose pro-cards, including budget tracking and reconciliation / reporting for both funds. Create purchase orders and process invoices for payment.
• Process sports packets, providing clearance reports for coaches regularly during season. Order buses for sports travel.
• Collaborate with ASB advisor and students regarding ASB processes and laws. Ensure compliance with all necessary student approvals for expenditures and fundraising activities.

Specific to High School Library / AV

• Textbook and Library Material Management
• Use of Destiny and InTouch software to create / manage files and run reports
• Student and staff computer support (login / access) and troubleshooting.
• Communicates with District Technology Department to identify troubleshooting issues / needs
• Maintain equipment reservations, set up and basic troubleshooting of AV equipment

Specific to Middle School Attendance / Registration

• Assist with Student registration and Scheduling
• Oversee Attendance processes, including enrollment count-day reporting to the District Office
• Assist with maintenance of student discipline files and forms

Specific to Middle School Administrative Assistant

• Oversees Student registration and Scheduling
• Assist with enrollment reporting to the District
• Assists with report cards and parent conference scheduling
• Course code maintenance
• May provide support to the Counseling Center

Specific to High School Counseling Center

• Provide support to multiple counselors and psychologists
• May assist with new student enrollment
• Coordinate career / college bound testing
• May assist with Private Purpose Trust student assistance request for the building
• Maintains graduation list, program and supplies for graduation

Part IV : Minimum Qualifications :

• Incumbents must have successful experience in working with culturally diverse families and communities, or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population.
• Graduation from high school or equivalent.
• Two (2) years of previous related experience and progressively responsible office experience involving independence of action and decision making responsibilities.

Related education above the high school level may be substituted for experience at the District’s discretion.

• Must possess advanced clerical, administrative, and clerical skills including typing and filing, must possess knowledge of basic office equipment and technology, keyboarding skills of at least 60 words per minute, and intermediate skill in the use of Microsoft office software for documents, spread sheets, presentations, and as appropriate, data bases.
• Knowledge of general clerical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
• Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.
• Ability to effectively interact with students, parents, staff, and community members, personally, by telephone, and through electronic communications, in a warm and confident manner.
• Initiative and ability to work with minimal direction; sound judgment and decision making capabilities are essential.
• Ability to maintain confidentiality in all matters.
• Demonstrate sensitivity to the cultural, ethnic, gender, and religious diversity of students, staff, parents, and community.

Part V : Desired Qualifications :

• Bilingual skills.
• Proficiency in Excel and Skyward.

Part VI : Physical and Environmental Requirements of the Position :

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, lift, carry, move about, hear and speak.

Employee may be required to perform extensive work at a computer display terminal.

The employee must occasionally lift and / or move 25 to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Employee may be required to interact with clients, customers, and staff who are emotionally upset, angry or distraught. In such interactions, employee must be able to maintain control and decorum and professionalism.

Insurance Benefits

Employees who are anticipated to work 630 hours during the school year (September 1 through August 31) are eligible for medical, dental, vision, long term disability and basic life insurance benefits.

North Thurston Public Schools benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB).

Click on the link for information on available benefit options.